IP Legal Support Specialist

Greenberg Traurig (GT), a global law firm with locations across the world in 15 countries, has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment.

Join our Intellectual Property Team as a Legal Support Specialist located in our Florham Park, New Jersey office.

We are seeking a highly skilled professional who thrives in a fast-paced, deadline-drive environment. The ideal candidate possesses strong problem-solving and decision-making abilities, ensuring efficiency and accuracy in every task. With a dedicated work ethic and a can-do attitude, you will take initiative and approach challenges with confidence and resilience. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. With a client-focused mindset and an initiative-taking approach, you will play a critical role in driving success, anticipating needs, and providing strategic solutions. If you are someone who demonstrate initiatives, adaptability, and innovation, we invite you to join our team.

This role will be based in our Florham Park, New Jersey office, on a hybrid basis.  Regular in-office presence is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building. 

Position Summary

The Legal Support Specialist provides a wide range of administrative, clerical, and document processing services in the Intellectual Property Departments. Candidate should also be flexible to work overtime as needed.

Key Responsibilities

• Provides general legal/administrative and patent/trademark prosecution support to attorneys, patent agents, IP timekeepers, and clients

• Maintains legal files (both paper & electronic), organizes and file documents in designated order, as well as prepares, enters, proofreads and processes legal and administrative correspondence

• Assists with coordination of incoming and outgoing file transfers

• Manages phone lines for supported attorneys, fields calls, and conveys messages as necessary

• Prepares and e-file documents, adhering to legal document standards to ensure proper format and completeness for court acceptance

• Manages document deliveries and tracks final executed documentation

• Processes time entry, opens new matters, drafts engagement letters and audits responses, maintains calendar, collates information, writes reports, and prepares agendas

• Communicates with clients, and maintains client preferences and contacts

• Researches, generates, and updates case status reports and IP schedules for clients, attorneys, and other IP timekeepers, and sends reminders to timekeepers as necessary

• Processes incoming mail (original/electronic mail; postal and courier), reports communications from the USPTO to attorneys and clients, and ensures prompt responses to inquiries

• Processes intake of new clients, assists with archiving emails, and searches and print reports

• Works with assigned billing specialist to prepare invoices, create cover letters, mail invoices, and manages demand bills

• Schedules travel, process expense reports, check requests, and business development activity

• Maintains and updates foreign and U.S. trademark prosecution files and case materials both in physical files and in electronic records management systems

• Prepares and transmits standardized correspondence relating to trademark prosecution to clients and attorneys including reporting letters, invoices, search reports and status reports

• Reviews the docket daily to track all deadlines associated with trademark prosecution and assist with the daily clearance of deadlines

• Maintains database of standardized form letters and assist with client invoices

• Assists in quality assurance review of trademark filings and correspondence by noting any errors observed during the normal course of records maintenance duties

• Assists in checking and updating the status of trademark cases with the U.S. Patent and Trademark Office, and foreign trademark offices when appropriate

• Performs overflow typing, filing, or photocopying as time permits and as requested by other attorneys

• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned

Qualifications

Skills & Competencies

• Provide outstanding client service, meet high quality standards for services, and meet or exceed client expectations; proactive in seeking innovative ways in which to help others

• Analytical with strong problem-solving skills, takes initiative and uses good judgment, excellent follow-up skills

• High attention to detail, outstanding organizational skills, and the ability to manage time effectively

• Excellent interpersonal and communication skills (oral and written), and professional demeanor and presentation, including active listening and ability to convey information clearly

• Ability to work under pressure to meet strict deadlines and effectively prioritize multiple tasks

• Recognize confidential, sensitive, and proprietary information and maintain confidentiality

• Execution-oriented, self-starter, and self-navigator who can prioritize tasks and balance the demands of multiple projects and stakeholders

Education & Prior Experience

• Bachelor’s Degree or equivalent experience is preferred

• Minimum of 5 years of experience as a legal secretary, working in a business law practice with exposure to Intellectual Property litigation 

• Established understanding of Intellectual Property litigation laws as they relate to individuals, partnerships, and corporations

• Knowledge of U.S. and foreign trademark prosecution procedures

• Knowledge of steps involved in patent/trademark prosecution from application filing to issuance of patents/trademarks and associated forms for filing (domestic and foreign)

Technology

• Proficiency in Windows-based software and Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook, Adobe Acrobat/Pro, document management and time entry systems, and IP Prosecution specific databases, including Anaqua

• Exceptional computer skills with the ability to learn new software applications quickly

The expected pay range for this position is:

$50.11 to $53.99 per hour

Actual pay will be adjusted based on experience, location, and other job-related factors permitted by law.  Full time employees may be eligible for a discretionary bonus, health insurance with an optional HSA, short term disability, long term disability, dental insurance, vision care, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, 401K, vacation, sick time, and an employee assistance program.  Additional voluntary programs include:  voluntary accident insurance, voluntary life, voluntary disability, voluntary long term care, voluntary critical illness and cancer insurance and pet insurance.  Commuter and Transit programs may also be available in certain markets.

GT is an EEO employer with an inclusive workplace committed to merit-based consideration and review without regard to an individual’s race, sex, or other protected characteristics and to the principles of non-discrimination on any protected basis.